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OKLAHOMA 21ST CENTURY COMMUNITY LEARNING CENTERS 2013-2014 ON-SITE MONITORING DOCUMENT
Grantee: Date(s):
Program Director:
Site(s) Visited:
State Staff:
Site Observations:
Additional Comments:
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A. Program Implementation and Effectiveness
Requirements Documentation
Requirement Compliance
Comments
1.
At-risk students have been identified and the program is actively recruiting those students as required by the grant.
Recruitment plans and activities
Enrollment and attendance records
Protocol for selection of students
Other:
Compliant Progressing Noncompliant
2. The grantee is recruiting and serving the target population and their families as identified in the approved grant application and reaching or exceeding projected number of students to be served.
Number of students on application: ______
Number of students at visit: _________
Recruitment plans and activities
Enrollment and attendance records
Protocol for selection of students
Other:
Compliant Progressing Noncompliant
3. The program has developed strategies and marketing materials to assist with recruitment and retention of student and adult participants.
Flyers Letters Newspaper/Newsletter
Articles Other:
Compliant Progressing Noncompliant
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Requirements Documentation
Requirement Compliance
Comments
4. Program operates at least 10 hours per week in out-of-school time.
Calendar and schedule of activities
Parent handbooks and promotional materials
Other:
Compliant Progressing Noncompliant
5. All students are eligible to participate on an equitable basis, i.e., students with disabilities, low-socioeconomic students. If the program charges students to attend, a sliding scale is used.
Policies for serving all students
Parent handbooks Sliding scale document Other:
Compliant Progressing Noncompliant
6. The program implements an attendance policy that encourages participation on a regular, consistent basis and maintains accurate records.
Written policies/handbooks Attendance records Contact log Other:
Compliant Progressing Noncompliant
7. The program activities reflect the goals and objectives outlined in the grant application.
Lesson/activity plans, with specific grant goals and objectives
Other:
Compliant Progressing Noncompliant
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Requirements Documentation
Requirement Compliance
Comments
8. All activities promote engaging, age-appropriate opportunities for the youth to learn and grow and are not “more of the school day routine”.
Lesson plans Photo documentation
Other:
Compliant Progressing Noncompliant
9. The program offers students a broad array of additional services, programs, and activities, such as Homework Assistance, Tutoring, Reading/LA activities, STEM, Civic Education, Technology, Drug and Violence Prevention, Character Education, Physical Education and Wellness activities, Art and Music activities. All activities promote engaging, age-appropriate opportunities for the youth to learn and grow.
Activity schedules and descriptions
Flyers for parents and students describing the program
Other:
Compliant Progressing Noncompliant
10. The program provides literacy and related education services for the families of the enrolled students; family services meet the needs described in the grant for the community.
Activity schedules and descriptions
Flyer for parents and students describing the program
Family activity sign-in sheets Other:
Compliant Progressing Noncompliant
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Requirements Documentation
Requirement Compliance
Comments
11. The program gives students a voice in planning, implementation, program evaluation, and on-going advisory or decision-making.
Communication plan Meeting agendas and
minutes, including list of attendees
Surveys of students Other:
Compliant Progressing Noncompliant
12. Program uses data, staff input, and evaluation reports to refine, improve, and strengthen the program, as evidenced by changes within the current year.
Staff meeting notes Schedule and/or procedure
changes Other:
Compliant Progressing Noncompliant
13. Program communicates with the OSDE for any significant programmatic and/or budgetary changes
Emails Other:
Compliant Progressing Noncompliant
14. The program has a formal process for regular and effective communication with students’ teachers to provide individualized assistance in academic areas; and to inform and receive information from in-school teachers on students’ academic and behavioral progress.
Communication plan Meeting schedules/minutes Correspondence Survey of classroom teachers Other:
Compliant Progressing Noncompliant
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Requirements Documentation
Requirement Compliance
Comments
15. Program activities and services are advertised in the targeted schools and community through a variety of methods that reach all community members. All materials include recognition of 21st CCLC funds.
Postings/announcements Press releases/articles Outreach activities Website Other:
Compliant Progressing Noncompliant
16. Information is transmitted to families with limited English proficiency in modes that are appropriate and easily understood.
Correspondence Translation/assistive
materials Event/meeting
announcements Activity log Other:
Compliant Progressing Noncompliant N/A
17. All staff have the credentials and expertise appropriate for the positions described and there are sufficient numbers of staff to keep a low student to staff ratio.
Employment records Credentials Staffing plan Attendance records Other:
Compliant Progressing Noncompliant
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B. Staffing and Scheduling
Requirements Documentation Requirement Compliance
Comments
19. The program maintains required staffing, consistent staffing patterns and experiences minimal staff turnover.
Teacher/Student ratio Staff attendance records Job postings Other:
Compliant Progressing Noncompliant
20. Staff and volunteers are trained on established program policies and procedures, including the federal guidelines prohibiting religious activities during federally funded program activities.
Staff handbook Staff meeting agenda Staff training agenda Other:
Compliant Progressing Noncompliant
21. Program and management staffs meet regularly during the grant cycle to coordinate program offerings for continuous program improvements. Staff is aware of program goals and objectives.
Meeting schedules/minutes Staff orientation agenda Staff handbooks Training materials Other:
Compliant Progressing Noncompliant
22. All project staff members attend 5 hours in local, state and/or national afterschool development activities.
Training logs Professional development
certificates Agendas for professional
development opportunities Program improvement plans Other:
Compliant Progressing Noncompliant
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C. Program Evaluation
Requirements Documentation
Requirement Compliance
Comments
23. The grantee participates as required in the Federal and State monitoring and evaluation by completing and submitting YPQA, parent, teacher, and student surveys in accordance with state evaluation timelines.
YPQA data Receipt of completed surveys Other:
Compliant Progressing Noncompliant
24. The program cooperates with and meets all state and federal deadlines for completing PPICS data.
PPICS data entered Data spreadsheet submitted Other:
Compliant Progressing Noncompliant
25. The program has participated in previous monitoring visits and is working toward improving in the recommended areas.
Previous monitoring report Documentation of
improvement Other:
Compliant Progressing Noncompliant
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D. Health, Safety, and Nutrition
Requirements Documentation
Requirement Compliance
Comments
26. All paid staff and volunteers who regularly interact with student participants have appropriate background checks.
Copies of background check documentation
School policy Other:
Compliant Progressing Noncompliant
27. All meals that are provided meet USDA guidelines. Child Nutrition programs are used if possible.
Meal/Snack menus USDA Reimbursement
Documentation Other:
Compliant Progressing Noncompliant
28. Program has procedures for authorized student pick-ups and safe transport of all participants to and from the center and home and carefully monitors the process.
Parent release forms Sign-in/Sign-out sheets Other:
Compliant Progressing Noncompliant
29. Vehicles used for transportation are inspected for safety regularly.
Inspection documentation District procedures Other:
Compliant Progressing Noncompliant
30. Emergency contact and health information for all participants and staff are on file, up-to-date, and easily accessible.
Contact information Consent forms/permission
slips Other:
Compliant Progressing Noncompliant
31. An emergency readiness plan specific to the afterschool program is on file at each site, and staff is trained on the policies and procedures.
Emergency Exit plan Staff meeting minutes Correspondence Handouts Other:
Compliant Progressing Noncompliant
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E. Advisory Board, Partnerships, and Collaborations
Requirements Documentation
Requirement Compliance
Comments
32. The grantee and at least one significant partner (community organization/public school) are working collaboratively on implementing the program.
Meeting agenda Schedule of meetings Responsibility list Other:
Compliant Progressing Noncompliant
33. The program enters into formal written agreements with partners and subcontractors
Agreements/MOUs Verification of services
provided Other:
Compliant Progressing Noncompliant
34. The program seeks additional collaborators to address unmet needs and/or to expand/enhance services.
Needs assessment Staff meeting notes Written communication Other:
Compliant Progressing Noncompliant
35. The program maintains on-going communication with partners, collaborators, and non-public school representatives to ensure: Agencies understand their roles There is agreement on services and other
resources to be provided Review progress toward program goals Discuss and resolve barriers to program
implementation
Communication plan Meeting agendas and
minutes, including list of attendees
Schedule of meetings Surveys of partners Other:
Compliant Progressing Noncompliant
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Requirements Documentation
Requirement Compliance
Comments
36. Advisory Committee is comprised of current
stakeholders (i.e., partners, collaborators,
parent and student representatives, and
school administrators and teachers).
List of Advisory Committee members
Meeting notes Other:
Compliant Progressing Noncompliant
37. Advisory board meets quarterly to plan and
assess after school program and develop
sustainability strategies.
Meeting agendas Meeting notes Emails for meetings Other:
Compliant Progressing Noncompliant
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F. Organizational Commitment and Capacity
Requirements Documentation
Requirement Compliance
Comments
38. A plan for sustainability is written and reviewed regularly to strengthen support for the afterschool program.
Correspondence Meeting Notes MOUs/Contracts Written plans Other:
Compliant Progressing Noncompliant
39. The program has made efforts to collaborate with Title I and other federal programs.
Meeting notes Professional Development
trainings Written correspondence Other:
Compliant Progressing Noncompliant
40. The grantee expends 21st CCLC funds appropriately, using funds to supplement rather than to supplant other funds, and receives required approval prior to spending funds over $2,500.
Financial summary reports Budget change requests/
amendments Purchase invoices Other:
Compliant Progressing Noncompliant
41. The grantee maintains documentation for materials and equipment purchased with 21st CCLC funds which is compiled into an inventory list and submitted to the OSDE.
Purchase orders/invoices Inventory list Other:
Compliant Progressing Noncompliant
42. Any revenue brought in by the program is put back into the program?
Revenue report Expenditure report for
revenue account
Compliant Progressing Noncompliant
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G. Program Challenges and Success
43. What challenges/barriers you have faced in your program this year?
44. Describe growth/successes you have had in your program this year.
45. In what areas would you like to have technical assistance and training available?
No further action required Compliance plan and documentation required
As representatives of the 21st CCLC State Office and the funded grantee, we hereby confirm and verify the validity of the information reported in this document.
State Monitor:______________________________________ Program Director: _______________________________________ Signature Signature